CIM - Systems

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Installing ChartEvolve

On a PC, the ChartEvolve program is located in the ChartEvolve Folder, in the CIMS folder. The CIMS folder is placed inside the Program Files folder on the C drive. Proper placement of the ChartEvolve folder assures you that your data will be transferred to new versions of the program as they become available.
On a Mac, the ChartEvolve program is located in the ChartEvolve Folder, in the CIMS folder. The CIMS folder is placed inside the Applications folder on the hard drive. Proper placement of the ChartEvolve folder assures you that your data will be transferred to new versions of the program as they become available.

Importing Data from a previous Version
To import data from a previous version of ChartEvolve, first make sure that both the old and new versions of ChartEvolve are in the right locations on your hard drive. Then open the newer version, Click on the 'system information' button on the main screen. Then click on the button labeled, 'Enter Registration Code'. Enter your registration code if it is not already there, then you will be asked if you want to import your older data.
The most common problem with importing data is the folders are not in the right places. If the old and new versions of the ChartEvolve are not in the expected places, the new version can't pull in the old data.
On a PC the ChartEvolve applications is are in folders called ChartEvolve104PC, ChartEvolve103PC, etc. These folders are put in a folder called 'CIMS' in the Program Files folder.
On a Mac, ChartEvolve applications is are in folders called ChartEvolve104Mac, ChartEvolve103Mac, etc. These folders are put in a folder called 'CIMS' in the Applications folder.
If the new version still can't import data, make sure you have quit and exited the old version. Only one version can run at a time.
If all the patients have imported into 105 successfully from 104, and there are some encounter, medication or notes information missing, then you should try this patch (4MB download).
Still are having problems? Please contact us directly and we can help.

Why is Dr. Gillmans name on all my output?
This is data from the demo version of the program. From the main screen, click 'system information' and fill in your name, address and other information for your letterhead.

Why are all my letters addressed to Dr. Smith?
Notes printed out are addressed to the referring doctor by default. To assign, the referring doctor, click on the 'registration' button, and go to the referral tab.

How do I change a patients name?
Go to the 'Demographics' screen. click on the 'Demographics' button again. The title of the screen changes from Demographics to New Record. On this screen you can change the patients name.

How do I delete a patient?
Go to the Accounting screen. Change the status from Active to inactive.

Put your mouse on this picture to see the dropdown

Why can't I go to/make an encounter?
If you can't get to the Complaint screen, or nothing happens when you click on any of the buttons past Account, it is most likely because you entered a new patient and have not yet scheduled a visit. ChartEvolve is schedule driven. You must schedule a visit before you can enter data into the encounter, and you must have an encounter to create a note.
Go to the Schedule screen, enter a date, time and type of visit. Click the Green Plus sign to enter the visit. then you will be able to access the rest of the system.

Click on the green plus sign to 'drop' the appointment

 

Default work hours
Every time I make an encounter I get a dialogue box that says, "This encounter is outside the work hours for..." how do I get rid of that?
From the Main screen, click on the 'System Information' button, then the 'User Profile' button. This is the section of ChartEvolve where you can set many defaults regarding your system. Note that the process toolbar is different, Click on the 'Schedule' button. Check off the days you see patients, and the hours for your schedule. If you wish, you can use the 'Set Default Schedule' button to start with a Monday - Friday, 9-5 schedule, then adjust the hours to your needs.

The days, and times you see patients are entered on the Schedule screen

Creating a Patient Statement or HCFA
OK, I made a new encounter and filled in all the necessary information and even made a note. How do I bill the encounter?
To make a patient bill (statement) for an encounter- click on the Account button. You will get a list of all encounters for the patient. Make sure the Co-pay and Co-paid amounts are correct, then click on the appropriate date. You will get a preview of the statement. Click on the 'continue' button on the left side, if you want to print the statement indicate so on the next question.
To make an insurance bill for an encounter- click on the Billing button. Click on the date of the encounter you want to make the HCFA for. You will be presented with the Dx and Tx codes you entered for the encounter and an image of the HCFA. Click the green down arrow to drop in the codes automatically you may edit them if necessary. Don't forget to put in the default amounts for the CPT charges in System Information so you don't have to add them every time! To print out the HCFA click the Preview or Print buttons from the top of the screen.

Why can't I put an charge amount in the Billing screen?
The default charge amount for each procedure will be placed on the HCFA1500 automatically. If you want to take advantage of the default amounts you must enter them into the system. Go to 'Main' -> 'System Information' then click the 'Billing' tab.
The charge amount reported on the 'Billing' screen is the total charge. You may change any individual charge on the HCFA, but the total charge is calculated by the system.
After the encounter data is added, click the 'Billing' button (the fifth one from the top).
Click on the encounter date that you want to create a HCFA for. (You will not be able to do this unless you have filled in Dx and Tx codes for the encounter).
Review the codes entered and approve them for the HCFA.
Print the HCFA, by clicking on the print button.

Automatic Fill in of PIN# and GRP# on the HCFA
When you make a new HCFA1500, the PIN and Group fill in as follows.
the encounter data is added, click the 'Notes' button (the last one).
The PIN Number comes from 'Your License' field, found in System Information -> User
The GRP Number comes from 'GRP #' field, found in System Information -> Billing
Many payors require a different GRP Number for each insurance company. When an insurance company is entered, make sure you enter the GRP number on the Registration -> Insurance screen (along with the insurance address) and this GRP number will override your standard group number.

PIN number comes from System Information, GRP number also
comes from System Information, but is overridden by GRP number in the
patients Registrations screen

How do I make a new note?
After the encounter data is added, click the 'Notes' button (the last one).
The first tab is the 'review encounter' This is just a place for you to review the data before you make the note.
Click on the tab of the appropriate type of note, HIPAA or Psychotherapy .
You now see a list of all previous notes of that type made for that patient.
Click on the 'New' button on the top of the screen (The big green plus sign).
This makes a new note (of that type) for that encounter.

Do I need to print out notes?
Unfortunately, the legal system moves much slower than technology. At the current time you may not use a completely electronic system without a paper backup. Therefore, every encounter you have with a patient should produce a HIPAA compliant progress note that is placed in the patients medical record. Psychotherapy notes and other patient related notes produced by ChartEvolve need not be actually printed out, in addition they should not be kept in the patients medical record.

Backing up Chartevolve
Please do not forget to backup your important data! You will need a write-able disk such as a ZIP or CD-R to make backups. While the backup process is not automatic, it is very simple. Everything that ChartEvolve needs, resides in your current ChartEvolve Folder. Simply copy the entire ChartEvolve folder onto a CD or ZIP disk. We recommend monthly backups. Also remember to keep your backup disks in a different physical location from your computer.
PC Users- the ChartEvolve folder is on the "C" drive, in 'Program Folders', in 'CIMS'. Each version of ChartEvolve creates a new folder. ChartEvolve105PC, ChartEvolve106PC etc. Copy the one with the largest number onto your backup CD-R
Mac Users- the ChartEvolve folder is on your hard drive, in 'Applications', in 'CIMS'. Each version of ChartEvolve creates a new folder. ChartEvolve105PC, ChartEvolve106PC etc. Copy the one with the largest number onto your backup CD-R

How do I import my patient records from my old system?
To import patient records from another system, you first need to determine if you can export the patient information. Typically this will be exported in CSV, TAB or excel formats. If you can export data from your old system (many systems don't allow you to do this), then the data columns must be put in the right order to import. For details on how to do this, please contact CIMS group and we will give you personal instruction.